INTERNATIONAL EVENTS MANAGER BDO | Brussels

BDO is an international network of public accounting firms, the BDO Member Firms, which perform professional services under the name of BDO. The global network provides advisory services in 138 countries, with 54,933 people working out of 1,204 offices worldwide. The combined fee income of all the BDO Member Firms was $6.1 billion in 2012.

Service provision within the international BDO network is coordinated by Brussels Worldwide Services (BWS) BVBA, a limited liability company incorporated in Belgium with its statutory seat in Brussels.

BWS is seeking an International Events Manager for a one year contract to cover a maternity leave, who will be based in the International Executive Office (IEO) in Brussels.

Job overview

Reporting to the Global Head of People, the International Events Manager is responsible for the coordination, execution and delivery of all the conferences, meetings and training events organised by the International Executive Office (IEO).This is achieved through detailed administrative and planning duties and through the building and maintaining of key internal client and vendor relationships.

The Events Manager works closely with, and supervises, the Event Coordination Assistant.The office working language is English.

Key responsibilities

• Complete project management: prepare internal and external correspondence, coordinate all event plans and details, provide on-site support and coordination where relevant
• Coordinate dates for all meetings, conferences and training sessions
• Research and select the appropriate venues for all events, including hotels, resorts and other meeting sites, with the assistance of local team/s as necessary
• Negotiate competitive rates for services, including venue rentals, hotel room rates,transportation costs etc
• Liaise with programme leaders and presenters regarding programming content and other requirements
• Supervise the update of intranet site with conference information
• Responsible for preparation of registration web sites, as well as distribution of registration packages to delegates
• Manage the registration process and subsequent liaison with facilities, including accommodation details, arrival and departure information, professional development registration etc
• As required, provide on-site services,including the monitoring of meeting rooms, meals, audio visual requirements, presenter needs and acting as a go-between with venue staff to ensure all needs are met
• Prepare, manage and update budgets on a regular basis; liaison  with accounting department accordingly
• Working with  the legal department as required, review contractual agreements with venue sites, presenters, suppliers, entertainers /entertainment companies etc to ensure accuracy of information
• Oversee and provide management and guidance to the Event Coordination Assistant
• Manage coordination with teams internally and externally on any given assignment
• Complete additional ad-hoc duties or assignments as required
• Perform follow-up duties, including feedback

Professional skills and knowledge

• College Diploma / University Degree in related discipline, or equivalent experience
• Minimum of 3 to 5 years’ experience and expertise in meeting planning
• Proficiency with MS Office (Word, Excel, PowerPoint and Outlook) with a high level of expertise in Microsoft Excel and SharePoint
• Budget management
• Knowledge of external registration software, e.g. RegOnline
• Knowledge of business phone systems and audio visual/computer equipment (i.e. projectors, laptops and speakers etc.) 
• Superior organisational skills, attention to detail and the ability to coordinate multiple projects and tasks simultaneously
• Strong negotiation skills
• Excellent interpersonal, written and oral communication skills and the ability to work in an individual or team environment
• Management skills
• Outstanding client/customer service skills
• Ability to work without supervision
• Ability to manage high volumes of confidential information
• A flexible work schedule: the role  may include traveling at weekends, over holidays, etc., as required
• Stress resistant
• English mother tongue equivalent;German an asset
• Ability to work internationally and in virtual teams

How to apply

Please send your CV and letter of motivation in English to Véronique Allemane, Senior Manager HR & Development at IEO-recruitment@bwsbrussels.com - detailing your availability and salary expectations, as well as references.

This is a one year contract from approximately June 2013 to July 2014. The position is based in Brussels- Interviews will take place May 6-8.